Stylize

My trusted mac has gone a bit wonky on occassion. Yes, it's true. Last episode was some type of permissions issue. After a reinstall of the system and all my applications, things got pretty much back to normal. Lucky for me my computer files are backed up daily. On two different hard drives. I'm also glad it wasn't a computer hardware issue. My logic board and hard drive are healthy. But the the whole episode put a wrench in my week and a bit of fear in my heart.

So much of my life is on this computer.

My computer backup is a box. I have a hard time trusting the cloud. I mean really, the idea that everything in my life is floating around the websphere makes me queasy. Particularly digital files that contain personal information. I tried a cloud back-up a few years back. It didn’t work for me;

My computer slowed to a crawl during back-up

I had privacy concerns

Files were not instantly accessible or even easily accessible

Files could become unavailable due to company closures

Files could be compromised due to poor management

Web service outages could cause unavailable access

It just didn’t feel right. Life details, all in one location, out of my control.

A box was a better solutions for me;

I know where it is

I can take it with me

I can access it immediately

Its not being backed up to servers in unknown locations

It doesn't slow me down

It doesn't cost me monthly

I have two, so if one goes I’ve got the other

I am grateful for a few things that give me computer confidence every day.

The cost of the hard drive pays for itself daily. Peace-of-mind (if that is even possible with technology) is priceless. Here's a few additional resources regarding ioSafe. They are quickly becoming my favorite resource for digital paper peace.

This is one of many videos on YouTube torture testing an ioSafe external hard drive.

IoSafe is also developing a fireproof waterproof NAS/RAID - like an aircraft black box for data on your network - protect pictures, videos and business data. It's the best of both worlds—a private cloud. Find out more on this Fireproof Waterproof Private Cloud Storage

I’m a mac girl. Been one for twenty plus years. I appreciate technology and the convenience it provides. But, I do not take it for granted. I hope you don’t either. So, what’s your back-up? Cloud or box? What boxes do you love? What cloud products provide you with the most peace-of-mind and why? I would love to hear how you have taken back-up action.

If you know where you're struggling you can create filing solutions that will make your life easier. Do you know what is keeping you from getting your papers organized? Could it be any of these common paper organizing challenges?

Retention - knowing what to keep and for how long.

Flexibility - the freedom to add subjects as the responsibilities of your life change.

Recall - file and find your papers fast without having to count on complicated indexes or computer programs to access your information.

If you're ready to create a home filing system that will work for you today and years down the road, consider the three biggest paper organizing challenges above. Then make conscious design decisions to address them.

Retention-consciousCreate a filing solution structured around how long you need to keep your papers. This will give you easy access for quick monthly filing and year-end tax-prep. At the same time it keeps all your support records and essential documents safely filed. Ready for an emergency.

Flexibility-consciousDesign a solution around 5 simple filing categories. This feature gives you the freedom to add new subjects seamlessly and arrange files to your liking. Giving you an expandable system to file and find your papers effortlessly for a lifetime.

Everyday = Time every day for family and friendsWealth = Money for all things hoped forWellness = Health in mind, body and spirit Home = Comfort and security at home and in our communities Interests (or Fun) = Activity and adventure that enhance living

Recall-consciousUse color and graphics consistently and consciously. This is highly effective filing solution for creative types. And, we are all creative. This feature provides a standard for visually tagging and labeling any subject. An approach that makes your paper filing almost intuitive.

Use Simple Filing Categories.

A good home filing system does not require complicated codes, numerical systems, computer programs or indexes. Features like these cause extra work. Who needs more work?

Limit Your Filing Categories.

Fewer filing categories with very broad descriptions make filing and finding papers easier. Unlimited subjects can be seamlessly added to the system. Giving your system room to grow and change as your priorities and life changes.

Use Colorful Filing Labels.

Color and graphics are recognized quicker than words and create an intuitive filing system if used consistently.

File Papers Based on Retention Requirements.

Generally speaking we keep papers because they are vital documents, important records or everyday references. Most vital documents need to be kept forever, safe and secure. Records are kept based on individual lifestyle needs, usually IRS or legal requirements. References are kept for use and can be tossed at will.

Vital documents are filed safely in their own container. Ready to grab and go in an emergency.

Important records are out of the way. Carefully filed if you should need them.

References are located in strategic locations. Stored creatively where they are most often used.

File Papers in Convenient Locations.

A total filing solution in your home office may not be the best choice for your papers. For one simple reason, your home office is not in your everyday flow. Papers have to flow easily and effortlessly in and out of your life.

Do you dream of a paperless home office? Do you love the convenience of modern technology or maybe you just want to save a tree? If you think digitally storing your paper records will help you clear your clutter, you are not alone.

"If you use a computerized system, you must be able to produce legible records of the information needed to determine your correct tax liability. In addition to your computerized records, you must keep proof of payment, receipts, and other documents to prove the amounts shown on your tax return." ~ IRS Publication 552

The reality is nine times out of ten, you are keeping a piece of paper to prove yourself to the IRS. So before you jump into your paperless home office consider the following:

There are a limited number of support records you need to satisfy the IRS and a smaller number of vital documents you must retain for personal and financial reasons. Would a digital copy of these items give you peace of mind?

A majority of people only need one file drawer to keep the IRS required three years of tax records. This same drawer would have plenty of room for important financial, health and home records. Would it be easier for you to scan receipts and digitally log the details required by the IRS? The other option is a quick note on the back of each receipt, placed it a yearly tax file.

Only those who run a home business would need an additional file drawer to store the six to ten years of recommended support documents. Will your bank and credit card company provide six to ten years of statements online? If not, how will you access these if requested by the IRS? What if you close your account? Or your account is canceled?

Technology doesn’t cure procrastination or fix a poor system. Good categories, action and maintenance, are still required. Do you currently have a categorizing system for filing your papers and are you actively maintaining your records?

A digital system could work well for you if you answered yes to the majority of questions above. Even then don’t take technology for granted. We expect our digital records to remain accessible for years. Realistically technology has a number of hazards that do not exist in a good old-fashion filing system. Relying on hardware, software, online applications and third-party practices create conditions outside of your control. Including…

Privacy issues.

Records unavailable due company closures or poor management.

Web service outages or unavailable access.

Computer start-up issues and crashes.

Computer viruses and spyware. If you have file-sharing software on your computer, beware. All the information on your hard drive is at risk.

Corrupt digital media.

Hardware technical problems.

Software bugs and crashes.

Outdated technology. Technology changes daily. Will your records be converted, accessible and available in three to six to ten years?

I ask you this; would it be more convenient, more efficient and safer to scan paper records than it would be to create a good system for filing them? For me, no. Your lifestyle and needs may draw you to a different conclusion. There are numbers of “right” ways to get something done. Going completely paperless may not work for you. Be open-minded. Be creative. Find a solution that works for you and share it here.

If you're tired of the piles, setting up an effective home filing system can be easy. Start by keeping these three simple things in mind...

01. Familiarize

Paper clutter is different from most other clutter, because those scraps represent your responsibilities. Many documents and records are important and must be safely filed for years. Eliminate some of the fear associated with tossing papers by knowing what records and documents are vital. Get to know your keepers.

A home filing system can be set up using a variety of filing techniques. Will they be organized chronologically, alphabetically, numerically, by subject or by action? There are unique benefits to each of these filing techniques.

04. Accessorize

Setting up a functional home filing system requires some basic filing tools. While the obvious are file folder, hanging files, labels and file boxes or cabinets there are some creative solutions you can utilize. A basic drawer of the correct width and height can be modified to for your filing needs.

PS. Motivation is another key factor in getting and staying organized. Getting your documents organized will give you more than just a clutter-free counter-top. More time and peace-of-mind topped my list. I discovered 9 reasons to put "Organize Papers" on my "To Do" list. Maybe you can add a few more. Read The Long-term Benefits of Getting Your Papers Organized.

What Brings You Joy?®

“I have no special talents. I am only passionately curious.” ~Albert Einstein.

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Additional Filing Accessories

I Don't Recommend Many Things but This Book Will Start a Fire.

"We have ambition backwards. Getting clear on how you want to feel in your life + work is more important than setting goals. It’s the most potent form of clarity that you can have, and it’s what leads to true fulfillment." ~Danielle LaPorte

Hi. I'm Cathy Anderson. I created the JOYS line of paper organizing tools. I did it because I knew simplifying, getting organized and taking care of responsibilities would help me find freedom and peace-of-mind. I also had a hunch it would make me happier. And it has. I'm here to help you make peace with your papers, so you can enjoy all the best life has to offer. JOYS is an for-profit¢ adventure in entrepreneurship {my shop}, organizing papers {my blog} and taking control of my life {my story}.